Enabling Pay & Bill in Vincere
Running a Temp or Contract desk can be challenging, with many responsibilities such as tracking timesheets, approving them, and generating accurate reports for accounting and billing.
But fear not—Pay & Bill makes managing these tasks a breeze. This guide will help you set up and use Pay & Bill, a timesheet and expense management app built for Temp or Contract staffing companies.
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⭕ Overview
Pay & Bill simplifies timesheet submission, review, and approval. Workers can easily submit timesheets via a secure web-based portal, including filing expenses, sick days, and leave.
Managers can review and approve timesheets either by logging in or via email. Best of all, Pay & Bill automatically generates fully branded, beautifully formatted PDFs for invoices and payslips, saving you time, money, and effort.
🗝️ Key Benefits
Easy Timesheet Submission: Workers submit timesheets and expenses through a web-based portal.
Manager Approval: Managers can approve timesheets online or via email.
Automated Reports: Generate fully branded PDFs for invoices and payslips automatically.
Seamless Integration: Works out-of-the-box with Vincere, ensuring data flows seamlessly into your CRM.
⭕ Types of Users
Employees: Your candidates
Managers: Your contacts
Recruiters/Approvers: Your Vincere users
⭕ Setting Up Pay & Bill
1. Activate Pay & Bill
Before using Pay & Bill, activate Timetemp it in the Marketplace:
Navigate to the Settings menu in Vincere.
Choose Marketplace > Find and click on TimeTemp
Click on SETUP tab > Enable Timetemp and necessary options as desired
Once done click on Save
Please refer to this video for your visual guidance
📂 For more details about Setting up TimeTemp in Vincere, click HERE.
2. Set Up Users
Grant permissions to Vincere users for Time Temp access:
Go to Settings > User Management.
Click on the user's name to open their profile.
Go to the Permissions tab and scroll down to the bottom of the page.
Check the box Make Recruiter Admin and Quick Add Timesheet box > Click on Save. (Repeat for all relevant users.)
3. Select Pay & Bill as Your Timesheet System
Ensure that Pay & Bill is selected as the timesheet system for all placements:
Go to the Compensation & Fees tab in a job's profile.
Under Job Parameters > Change Time Management to Timetemp
Click on Pay & Bill Settings > fill in all the mandatory fields such as Primary Approver, Primary Approver Email, Secondary Approver, and their Email and other options.
Once done > Click on Apply and click on Save.
Please refer to the video below for visual guidance:
📝 IMPORTANT NOTE:
Make sure your Job Type is NOT Permanent
Vincere will sync your configuration for timesheets, pay rules, and allowances to Pay & Bill. This setup ensures accurate application of configurations when employees fill out their timesheets.
📝 Note: Pay & Bill is only for Temp, Contract, Interim/ Project Consulting, and Temp-To-Perm roles.
Once a placement is made, TimeTemp sends email invitations to Employees, Managers, and Recruiters/Consultants. Each user must click the link in the email to activate their account.
Note: Ensure that you do not untick the notification boxes below for any roles if you want emails to be sent to clients or candidates.
4. Viewing Timesheets
There are two ways to view timesheets: by specific record or by a list of all timesheets.
Specific Record: To view timesheets for a specific candidate, go to their profile, click on Applications, and access the T-sheets tab.
All Timesheets: Navigate to 3 dots (...) on the left-side Menu > Click on Pay & Bill > Timesheet Table view located on the top left-right of the screen.
If the timesheet option is unavailable, contact your administrator to enable the permissions.
By following these steps, you'll find Pay & Bill an invaluable tool for managing Temp or Contract staffing, freeing up your time to focus on what matters most—finding more jobs and making placements. Enjoy the ease and efficiency that Pay & Bill brings to your staffing business!
Happy Recruitment #TheVincereWay🤩